Studying in the U.S. - How to Write an Email?

This article discusses how to craft an effective email, including how to write the subject line, opening greeting, main body, and closing salutation of an email.

For international students in the US., understanding how to write a proper email is important. Many students first communicate with their professors via email before meeting them in person. Therefore, your email represents your first impression. If you are unsure about how to write an email, this article is specifically designed for you.

The Significance of Subject Lines

The subject line of your email acts as the first point of contact and influences the recipient’s decision to engage with the email. Here are some key tips for crafting effective subject lines:

• Be clear and concise: Aim for brevity while clearly expressing the purpose of your email. Recipients should understand the essence of your message at a glance. Examples: “Appointment for Office Hours”，or “Application Portal Issues.”

• Leverage keywords: Include keywords or phrases that are relevant to the recipient’s interests or responsibilities, making the email easily searchable in the future. For example, you can include your name in the email title when submitting an assignment.

• Use action-oriented language: When you need the recipient to take immediate action, you can use action-oriented language, such as "Have We Submitted the Report?" (However, it is not recommended to write like this when emailing professors).

Greeting and Salutations

• "Dear X,"

Using "Dear" as an opening is appropriate for any situation. You can follow it directly with the person's name, or write "title + surname" based on their position. If the professor's surname is Smith, write "Dear Professor Smith,". For administrative staff, lecturers, or postdocs, you can write "Dear Mr./Ms./Dr. + surname," such as "Dear Dr. Cooper". When emailing classmates or faculty members with whom you have a closer relationship, you can also just add the first name after "Dear".

• "To Whom It May Concern"/"Dear Sir or Madam,"

Use these when you do not know the recipient's name or gender. If you are sending an email to a school office or an external organization, but do not have a specific contact person, use one of these two expressions.

• "Hi X,"

When writing to classmates or familiar friends, you can directly write "Hi + first name". Using "Dear" for people you are familiar with might seem too formal.

The Body of the Email

• Greet the recipient: The first paragraph of an email usually contains a greeting, such as "Hope this email finds you well" or "Hope you're doing well".

• Clearly state your intention: Every email should have a clear purpose. After greeting the recipient, get straight to the point by stating your purpose or request, saving the reader's time. A common phrase to use is "I am writing to......"

• Be concise: Keep emails short and avoid unnecessary detail. Use bullet points for clarity and to ensure actions and deadlines are explicitly stated.

• Anticipate questions: Address potential inquiries within the email to improve its efficiency, saving time and reducing the need for further communication.

• Alignment and spacing: There is no need to indent paragraphs; start them flush with the left margin. Leave a blank line between paragraphs.

Closing and Signature

Your email should end with an appropriate sign-off, combining a polite farewell with your name and any relevant contact details. Appropriate sign-offs include:

• “Regards” or “Best regards”

• “Sincerely” or “Sincerely yours”

• “Cordially”

• “With thanks”

• “Best”

(from most formal to least formal)